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PPIM 4-4-08

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Section: PAY ACTION CODE 08

Subsection: STATUTORY OR MERIT INCREASE

DEFINITION

To grant an employee a statutory or merit increase to which he is entitled.

COMPLETE MANDATORY fields (PWGSC-TPSGC 2517-1 Publiservice). SEE NOTES for explanation.

FIELDS NOTES
01 Mandatory.
05 Mandatory.
06 Mandatory.
09 Mandatory.
10 Mandatory.
11 Mandatory.
12 Mandatory.

INPUT the employee's Personal Record Identifier (PRI) use leading zero to fill all nine spaces.

13 Mandatory.
14 Mandatory.
15 Mandatory.
18 LEAVE blank.
21 COMPLETE to show the Pay Rate Code if reporting a closed period in the past when the code applicable at that time is DIFFERENT than the one now; e.g. now "red circled" but not during the period requested.
25, 27 COMPLETE to show the BUD Code, Class Title or both (as applicable), if reporting a closed period in the past when either or both codes applicable at that time are different than the ones now: e.g. employee now acting in a different BUD/Class and level from that of the period requested.
32 COMPLETE to show the Scheduled Hours of Work if reporting a closed period in the past and the standard work week (SWW) applicable at that time is different than the one now.
33 COMPLETE to show the Assigned Hours of Work if reporting a closed period in the past and the assigned work week (AWW) applicable at that time is different than the one now.
36 COMPLETE for those groups listed in the instructions for Field 36 to show the Pay Zone Code if reporting a closed period in the past when the code applicable at that time is different than the one now on the MER; e.g. employee now acting in a different BUD/Class having different Pay Zone codes.
50 COMPLETE when there is an entitlement to a future statutory/merit increase. A PWGSC-TPSGC 2549 or 2550 may be used to report a PAC 08, less Field 50, followed by a PAC 12AF50 line.
60 Mandatory.

INPUT PAC "08".

61 Mandatory.

INPUT Modifier "A" (Amend).

62 Mandatory.

INPUT Entitlement Code "001" (Basic Pay) or "002" (Acting Pay) as applicable.

63 Mandatory.

INPUT the EFFECTIVE FROM, AM/PM date, which is the date the employee is granted a statutory increase in pay in accordance with the regulations governing such increase; or the date a pay increase (merit), authorized by a Deputy Head, is granted.

64 INPUT the EFFECTIVE TO, AM/PM date to indicate the date eligibility ceases when an employee is entitled to a Statutory/Merit increase in a prior class or level e.g. employee on acting pay entitled to increase in substantive class up to the date of acting pay or to indicate the date that a particular rate ceases to be applicable.

THE "EFFECTIVE TO, AM/PM" DATE MUST NOT BE A FUTURE DATE. A pay action must NOT be reported for a closed period ending in the future. If Field 64 contains a date that is AFTER the end date of the pay period currently being processed, the system automatically changes it to blank. This effectively changes the pay action to one requesting continuing pay at the new rate.

65, 66 Mandatory.

INPUT the Rate Base and Rate as applicable to the employee as of the EFFECTIVE FROM date in Field 63.

67, 68 COMPLETE to record the Hours, Days or Weeks in the retroactive period in accordance with the instructions in PPIM 5-9 . REFER to Section PPIM 5-12 for input instructions, if the account is in "Pending T- SOS or SOS" status.

For salary adjustments that are effective after the start date of the current pay period, COMPLETE to record the number of hours, days or weeks that are overpaid (i.e. from the start date of the current pay period up to the day prior to the effective date of the new basic salary change). When applicable, this value will be used to automatically generate a PAC 18R to recover the overpaid salary.

Note: Always REPORT in hours for employees whose pay is calculated on the basis of hours, e.g. part-time employees and employees working irregular shifts, such as Firefighters BUD 602/652.

69 INPUT the Former Rate as applicable to the employee as of the EFFECTIVE FROM date in Field 63.
Note 1: The former rate/amount in Field 69 MUST be converted, if necessary, to an amount compatible with the rate/amount in Field 66, e.g. if the amount in Field 66 is hourly then the amount in Field 69 must also be an hourly rate.
Note 2: For procedure to correct an understated or overstated former rate, REFER to Section PPIM 5-9.
Note 3: This rate cannot be greater than the rate in Field 66 (new rate).
71 INPUT the accounts coding if different from that on the master record. This field is not required for Financial Information Strategy (FIS) departments that have decided to maintain their financial coding within their own Departmental Financial Management System.
72 INPUT remarks as appropriate to clarify or LEAVE blank.

Note: PUT the information in Free Form Text (FFT) when working with the On-Line Pay System.

73 Mandatory.
74 Mandatory.
75 Mandatory.
76 Mandatory.

REMARKS

  1. FOR RETROACTIVE PERIODS COVERED BY THIS PAY ACTION.

    The originator must provide the following information if the Effective From date is prior to the pay period in which the pay rate will be changed in the system:

    1. If there was leave without pay (LWOP) in the retroactive period, REDUCE the number of hours, days, weeks to reflect the true entitlement and REPORT a PAC 71 202 or 270 for periods of pensionable LWOP that occurred during the retroactive period. REFER to Section PPIM 5-9 for additional information.
    2. REPORT any adjustment to entitlements that increased relative to basic or acting pay, as follows:

      Extra Duty Pay (EDP): (i.e. those reported on PWGSC-TPSGC 2547), REPORT on a PWGSC-TPSGC 2547 the applicable entitlement showing the difference between the old and the new rate in Field 12 (REFER to Section PPIM 3-3-3).

      Continuing Entitlements (i.e. those NOW being paid), REPORT a PAC 18A amending the rate/amount to the appropriate new rate (REFER to Section PPIM 4-4-18-5-1).

      One-Time Payments or Entitlements Stopped in the Retroactive Period (i.e. one NOT NOW being paid), REPORT a PAC 18C for a lump sum amount of the difference between the gross amount applicable at the revised rate and the gross amount already paid (REFER to Section PPIM 4-4-18-3-1).

  2. RETROACTIVE PERIOD - MORE THAN ONE CALENDAR YEAR.

    When reporting a Statutory/Merit increase with an effective date in a different pay period calendar year, an "Effective To" date must be entered on the last day of PP26/27 and a new PAC08 created with an "Effective From" date on the first day of PP01. For 2005/2006 and onward, the PAC08 must be closed on December 31 and a new PAC08 created with an "Effective From" date of January 1 in order for superannuation deductions to be calculated properly. REFER to Compensation Directive 2005-024.

  3. DEATH BENEFIT (DB), DISABILITY INSURANCE (DI) AND LONG TERM DISABILITY (LTD).

    When a rate of pay is revised as a result of this pay action, and the amount of DB, DI or LTD is increased/decreased retroactively, COMPLETE a PAC 16C/16R 590 (DB), 752 (DI), 754 (LTD), or 852 (LTD - Management Category - Arrears) for the lump sum amount of the adjustment covering the retroactive period. When premiums are subject to Quebec Sales Tax, REFER to Section PPIM 5-9 for codes and procedures to be followed. These are to be batched under cover of the same PWGSC-TPSGC 2546 as the PAC 08.

    EFFECTIVE FROM DATE - DB

    • Where a salary change (increase or decrease) is authorized prior to its effective date, the EFFECTIVE FROM date is the first day of the month of the salary change.
    • For a retroactive salary change, (increase or decrease) the EFFECTIVE FROM date is the first day of the month following the month in which the salary change was authorized.

    EFFECTIVE FROM DATE - DI AND LTD

    • Where an increase in salary is authorized prior to its effective date, the EFFECTIVE FROM date is the first day of the month of the salary change.
    • Where a decrease in salary is authorized, the EFFECTIVE FROM date is the first day of the month following the month of the salary change.
    • For a retroactive salary change, (increase or decrease) the EFFECTIVE FROM date is the first day of the month following the month in which the salary change was authorized.
  4. | EMPLOYEE ON LEAVE WITH INCOME AVERAGING (LIA) OR ON PRE-RETIREMENT TRANSITION LEAVE (PRL).

    If an employee is on LIA or on PRL, the originator must REPORT the full salary and full former salary for retroactivity purposes. AT THE SAME TIME, the originator MUST ALSO RECALCULATE the reduced salary and REPORT the amended reduced salary using the applicable LIA or PRL pay transaction. If the salary change is during the LIA or PRL period, the 18A306 or 18A346 pay transaction must be reported with the same "Effective From" date as the salary change. If the salary change is effective prior to the LIA or PRL period then the "Effective From" date of the LIA or PRL Amend pay transaction must be the start date of the LIA or PRL period. A separate 18A306 or 18A346 pay transaction is required for any subsequent change in salary during the LIA or PRL period. Field 67 (H/D/W IND) and Field 68 (NUM H/D/W) should be blank. The LIA reduced rate(s) may be calculated with the LIA calculator at: Employee Benefits Site Publiservice

    The pay office will process the retroactive adjustment between the old and new reduced rates of pay for the LIA or PRL period and adjust pension contributions and employment insurance premiums if applicable.

  5. EFFECTIVE FROM DATE > START DATE OF CURRENT PAY PERIOD.

    When the "effective from" date is greater than the start date of the current pay period for 7B/7C/6C accounts in ACTIVE status, and the RATE AMOUNT present in Field 66 is the FORMER RATE AMOUNT in Field 69, the system will automatically generate a PAC 18R to recover the salary overpayment from the next regular pay.

SALARY SERVICE UPDATE

When a PAC 08 is processed by the Salary Service History Update Program:

  • It closes the existing basic pay lines and creates a new one in the pay record reflecting the new salary.
  • If the "Effective From" date is prior to any "Effective From" date on Salary Service, the system will produce warning message W90 "Transaction From Date prior to Oldest History on S/S".

Last Update: April 2012